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SCHOOL SECRETARY II
01480
(Competitive)


DISTINGUISHING FEATURES OF THE CLASS

This is a high level secretarial position involving a variety of difficult clerical and routine administrative duties important to the efficient operation of the school district. Employees in this class are responsible for relieving an administrator of day to day detail by arranging appointments, conferences and meetings, as well as reservations for out of district travel. Work involves a close working relationship with administrators, principles, superintendent, and parents and outside agencies. Work is performed under general supervision with wide latitude for independent judgment. Direct supervision may be exercised over one or more clerical subordinates. Does related work as required. This classification is distinguished from School Secretary I by the greater diversity skill required and the responsibility to an executive school administrator within the district.

TYPICAL WORK ACTIVITIES

Relieves an administrator of office details by applying knowledge of district regulations in responding to routine administrative tasks as well as making appointments, receiving calls and callers, scheduling meetings and completing reservations.
Compiles, edits and types a variety of reports and surveys, some of which are of a complex and technical nature.
Types correspondence, agendas, and minutes of meetings.
Uses a manual or electric typewriter, or any type of computerized equipment with a word processing function to complete typing duties.
Composes and types letters of inquiry and response for or an administrator.
Assists an administrator in the preparation of reports, surveys, bulletins, etc. by gathering information from reports, requesting and controlling the return of information and by typing and assembling the final product.
Files and updates office materials, including confidential correspondence memoranda and reports, policy and procedural manuals.
Prepares purchase orders and requisitions.
Operates a variety of standard office equipment such as typewriter Dictaphone, calculator, mimeograph, copier, collator, etc.
May assist in the preparation of the administrators’ budget or the school district budget as a whole.
May maintain control of confidential records and files.
May supervise a small clerical staff.
May instruct subordinates in office procedures as well as in the operation of standard office equipment.
May take dictation and transcribe notes when qualified as a stenographer.

FULL PERFORMANCE KNOWLEDGE SKILLS, ABILITIES AND PERS0NAL CHARACTERISTICS

Thorough knowledge of secretarial practices.
Thorough knowledge of office terminology, procedures and equipment.
Good knowledge of typing techniques and practices.
Good knowledge of English grammar and composition.
Good knowledge of business arithmetic.
Ability to assign and supervise the work of a small clerical staff.
Ability to type from rough or final copy.
Ability to edit written material for grammatical and composition errors.
Ability to compose routine correspondence.
Ability to file and maintain currency of files.
Organizational ability.
Ability to collect and organize data.
Ability to understand and carry out complex oral and written directives.
Ability to communicate effectively with professional and support service staff.
Ability to operate a variety of office equipment, including mimeograph, copiers, collator, adding machine, calculator, etc.
Ability to learn how to operate a variety of typing equipment, which may include automated typing systems, word processors, micro computers and word processing software.
Good judgment in solving relatively complex and routine administrative problems.
Ability to maintain confidentiality of records and office business.

MINIMUM QUALIFICATIONS

Promotion:

A. One (1) year of permanent competitive class status in the title of School Secretary I; or,
B. Two (2) years of permanent competitive class status in the title of Typist II.

Open Competitive:

A. Graduation from a regionally accredited college, university or business school or one accredited by the New York State Board of Regents to grant degrees with an Associate’s Degree in Secretarial Science and one (1) year of work experience, or its part time equivalent, as a secretary which must have included typing; or,
B. Three (3) years of full time clerical work experience, or its part time equivalent, which must have included typing as the major function of the job, one (1) year of which must have been in a secretarial capacity; or,
C. An equivalent combination of training and experience as defined by the limits of (A) and (B). Substitution of education for experience will be made on a year for year basis. Additional education will not be acceptable in lieu of the one year of required secretarial experience.


8/09 Revised